LOUIE ePOST Navigation – Initiator’s Guide

Table of Contents

Introduction ..................................................................................... 1

Create Job Opening .......................................................................... 2

Multiple Position Numbers ........................................................... 3

View Funding ............................................................................. 5

Employees Being Replaced ........................................................... 5

Appointment Period .................................................................... 7

Employment Period Limitation ...................................................... 8

Posting Audience ........................................................................ 9

Job Posting .............................................................................. 10

Preview Job Posting................................................................... 16

Submitting Your ePOST .............................................................. 17

Approval Routing ...................................................................... 18

Comments ............................................................................... 19

Attachments ............................................................................ 19

View Forms .................................................................................... 23

View Form History/Status .............................................................. 25

1

Introduction

Overview The automated personnel requisition (ePOST) for a job opening is a function in LOUIE that allows for the paperless transaction of requesting to fill a vacant position, either to replace an employee or a newly created position. The requisition is usually initiated in the home department, and then it is routed for appropriate approvals and notifications. It is finally posted by HR or Equity and Access staff to the NAU Human Resources careers webpage.

Objective To use this LOUIE functionality to collect and record required recruiting information and to track the information through the process.

Transactions The ePOST will be used for all the following employee groups: faculty, administrative faculty, academic professionals, administrators, service professionals, classified staff, and, if desired, temporaries (hourly and salaried). Note: summer faculty and part-time, non-benefit eligible faculty are considered salaried temporary employees. It is not required to submit a requisition for temporary employees, departments may choose to use this tool if they want to post their temporary position on the HR website.

Work Flow When a vacancy needs to be filled, the department initiator enters the required information on the ePOST. When a position number is entered, the current information for that position will populate automatically on the form. The initiator is prompted for only the information required to complete the requisition for a job opening. Once the ePOST is submitted by the initiator, it follows a prescribed approval path based on the type of position being processed. After final approval in Human Resources, the job opening is automatically posted to the NAU Human Resources careers webpage. If an approver identifies changes that need to be made, they can ‘Deny’ the form – this returns the form to the Initiator (this is not a final denial). The approver can make comments to tell the Initiator the changes to be made. Denying the form ensures the appropriate approvals for the final job posting and helps everyone in the process be aware of the correct information.

Approving Forms Please remember that clicking the “Approve” button on the ePOST is the equivalent of your signature and indicates that you attest, to the best of your knowledge, that the information is correct and you approve the transaction moving forward in the process.

Approval Roles Decisions about what approvals are necessary are dependent on a variety of factors (type of employee, funding sources, administrative role, etc.). Approvers will receive an email notification that there is a form that they must take action on. In other situations, an approver may simply be notified that the transaction is happening – but no approval is required. Departmental approval roles are determined in consultation with Human Resources.

Viewing the Status of the Form All those involved in processing a particular transaction can view the progress of the form and know its status at any point in time during the process. They can also view the completed requisition when the process is finished. After reviewing this user guide, if you have any questions about this process, please contact your Employment & Compensation Analyst. If you would like more detailed knowledge about the Approver actions, please review the information found on our website.

2

Create Job Opening

If you are recruiting for a new position, you will need to first request a new position number. You can do so by using the Position Request Form from the Budget Office. Once you have your new position number, you can proceed with creating your job opening. If you do not need to request a new position number, you can proceed with creating your job opening.

Log in to your LOUIE account. Select Recruiting from the main menu.

Next, click Create Job Opening.

Enter your HR Department ID and the Position Number you are going to post. After you enter this information, the other fields will auto-populate. Click Continue.

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Multiple Position Numbers

If you are posting for multiple positions, click on Add Position to include additional position numbers.

Then, click on the magnifying glass to search for the position you would like to add.

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When you have input your search criteria, click Lookup. Select the search result that you want, and the additional position number will populate.

If you include multiple position numbers, the Target Openings field needs to be updated. Scroll up to the top of the form, and locate the Target Openings field. When

you change the Target Openings field, a warning message will pop up. Click OK to continue.

5

View Funding

If you wish to view the funding information for the position(s) you have attached to the ePOST, you can click on the View Funding button adjacent to each position number. A new window will open up that shows the funding and Reports To information for the position(s).

Employees Being Replaced If the position is a replacement position, you can use this field to inform the approvers of who the position is replacing. Enter the departing individual’s EMPL ID in the

blank provided. If you are unsure of the EMPL ID, you can use the magnifying glass to search for the individual by name.

6

Salary Information

The Salary Information fields of Salary Range From and Salary Range To is automatically populated with the minimum and maximum of the paygrade. These two fields need to be changed to reflect the actual posting range for the vacancy (even if the range is not posted for applicants to see), as this information informs the ePAR routing when an applicant is hired into this position. If you are posting a single dollar amount, you would put that dollar amount in both fields. This information is very important for the posting process as it informs HR as to the department’s desired posting range. If you are unsure about what salary range to post, please contact your HR Employment and Compensation Analyst.

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Appointment Period

This is a required field. To make your selection, click on Add Appointment Period.

A new window will open, and you will need to click on the magnifying glass and then click Lookup to view your options of Fiscal Year, Academic Year, or Other.

Make your selection and click Save.

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Employment Period Limitation

This field is optional and is to be used if the position is subject to a limited employment period (i.e. the position is for a duration of one year only). If this field applies to

you, click on Add Employment Period Limitation. If this does not apply, skip to the next step.

A new window will open, and you will need to click on the magnifying glass and then click Lookup to view your options of Other Limited Appointment, or One Year.

Make your selection and click Save.

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Posting Audience

This is a required field and will provide HR with the proper information needed to post the position correctly. To make your selection, click on Add Posting Audience.

A new window will open, and you will need to click on the magnifying glass and then click Lookup to view your options of All Available Applicants, NAU Only, or

Department Only. Make your selection and click Save.

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At this point, you have entered quite a bit of information, so it is probably a good time to save a draft of your work. At both the top and bottom of the page, there is a

button that says Save as Draft. Click this button.

When you save your ePOST in draft form, only you and HR Administrators can see the form. Approvers will not be able to see the form until you submit it. Also upon

saving, the Job Opening ID form will populate with your vacancy ID.

Job Posting

At the top of the page, you will see a Job Posting tab. Click here to create the job posting that the applicant will see.

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Click Add Job Posting to create your posting announcement.

You will notice that many of the job posting description fields are provided for you. These are the required fields for your posting and cannot be left blank. The required fields will vary and are determined based on whether the position being recruited is a staff position or a faculty/administrator position.

At the top of the page, the Posting Title will populate based on the job code that is attached to the position number. If you would like to post your position with a

working title instead of the auto-populated title, the Posting Title field is where you would indicated the modified title.

In the Salary field, use the Template drop-down menu to select the correct option for the position you are posting. For Classified Staff, you will select the appropriate grade for the position you are posting. For Service Professionals, there is only one option available.

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You can copy and paste the elements of your job description into the Minimum Qualifications, Knowledge Skills and Abilities, and Job Description fields. Please

refer to the Style Guide, which can be found on our website, for guidelines regarding job posting formatting.

The How to Apply field is pre-populated and cannot be edited. If you have additional application instructions, specific to the position you are posting, you can add those

instructions by clicking the Add Posting Description button.

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A new field will be added to the posting. In the Description Type drop-down menu, choose Additional Instructions and input your specific application instructions in the field.

For the FLSA Status field you will need to make a selection from the Template drop-down menu of either FLSA Exempt or FLSA Non-Exempt.

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The Equal Employment Opportunity field is pre-populated and cannot be edited. This field is standard for all job postings.

For the Background Information field, you will need to make a selection from the Template drop-down menu of either Safety/Security Sensitive – Fingerprinting Required or Not SSS – No Fingerprinting Required. Please note that you will not be able to make any changes to the background information language.

For the Benefits field, you will need to make a selection from the Template drop-down menu of the appropriate benefits statement depending upon the type of position

you are posting.

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In the Application Deadline field, you will need to make a selection from the Template drop-down menu. Please note that depending upon the length of time it takes the form to be processed through the approval path, the desired deadline may change. This field is required, and cannot be left blank.

You will notice that fields, such as Special Information and Preferred Qualifications are not immediately included. This is because they are not required fields, but

can be added if you wish. Simply click Add Posting Description.

Then, select the field you would like from the Description Type drop-down menu.

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Please do not make any changes to the Job Posting Destinations section of the form. This section is for NAU Human Resources and Equity and Access use ONLY. Making changes to this section will cause issues with your posting showing correctly on the web.

Preview Job Posting

When you are finished building your job posting, you can click on Preview to see what the posting will look like to applicants on the HR website.

If you wish to PRINT your job posting, the Preview function is the best way to do so. When you are in the preview, using your keyboard press Ctrl + A, then Ctrl + P. If you do not press Ctrl + A, you will only be able to print the portion of the description that is visible on your screen.

To exit the preview and return to the Job Opening, click on Return to Previous Page. Do not use your browser’s back button.

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If you are satisfied with your posting, click on OK.

Don’t forget to save your work by clicking on Save as Draft!

Submitting Your ePOST

When you are ready to submit your personnel requisition for approval, click on Save and Submit.

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Approval Routing

After you have submitted your ePOST, you will see an additional tab called Approvals. By clicking on this tab, you can see the approval routing for your ePOST and you can monitor its movement through the approval path. No more lost forms!

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Comments If you would like to leave comments for the approvers in your chain of command, you can do so using the comments box. It does not appear as visible until you have

submitted your ePOST. Once submitted, you can click on the Approvals tab, and find the Comments Text box.

Be sure to click Save when you are finished with your comments.

We recommend using the Comments Text box to notify approvers of an appropriate contact person, other than yourself.

Attachments When attachments are required to be attached to an ePOST, PeopleSoft has the capability to do so. In order to attach documents to the ePOST, you will need to exit the requisition and go back into the vacancy. (We understand that this is inconvenient, but this is the way that PeopleSoft has things set up and we cannot change this aspect of the ePOST.)

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At the breadcrumb trail at the top of your screen, you can select Recruiting > Search Job Openings.

There are several ways to search for your posting. The easiest is to search by Job Opening ID. Other recommended search items are: Job Posting Title, Status, or

Position Number (the other search fields are less helpful). Click Search.

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In the Search Results, click on the Job Opening Title.

You will see a new tab called Activity & Attachments. Click this new tab.

Click Add Attachment and us the Browse button to select the document you wish to attach.

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Next, you will click Upload.

You may edit the Description of the attachment and you must select an audience. We recommend selecting Public. This will enable the approvers to open and view the attachment when approving the requisition. There is no need to mark any attachments as Private on the ePOST.

When you are finished adding your attachments, please be sure to click the Save button.

Please be aware that the Notes section is disabled and does not have functionality at this time. If you would like to leave comments with your ePOST, please refer to the

section of this document instructing you on Comments.

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View Forms

You can view forms that are in process of have been finalized by navigating in LOUIE to Recruiting > Search Job Openings

A search menu will open to allow you to search for all ePOSTs you have access to view. Enter any information you have that will narrow the search. Most of the time, you will search by Job Posting Title, Job Opening ID, or Position Number. Note: if you search by position number you will need to include the leading zeros to make it an 8 digit number. For example, 00001234.

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A list of all forms meeting your search criteria will appear. Select the form you would like to view. The form will open, but you will not be able to make changes.

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View Form History/Status

Select the Approvals tab to get to the form history. The ‘Approval Path’ will show where the form currently is in the approval process. Here you will be able to see the details of who has taken different actions on the form throughout the process. You will also be able to see who can work the form. If there is only one individual in

the role, the name will show. If there are multiple individuals in the role, it will read “multiple approvers”. Click the words Multiple Approvers to view a list of those who are authorized to take the next action on the form. By clicking on the name of the individual or on ‘multiple approvers’, you will be provided with the phone number and the email address of the authorized approvers.